- Schedule for an Org
In TouchPoint, a Schedule is assigned to organizations that have regular weekly meetings. The Schedule is the day of the week and the time that the org normally meets. Schedules have an impact on several processes in TouchPoint, from Check-In to individual attendance.
If an organization uses TouchPoint Check-In, you must either give it a Schedule or you must create the meeting beforehand. See more below regarding Check-In and Schedules.
Do not assign a Schedule if an organization does not have meetings. If you copied an organization with a Schedule when creating a new org, or if an org was given a Schedule by mistake, you should remove the Schedule. See instructions below regarding Adding and Removing Schedules.
If an organization has meetings, but does not meet weekly, check the box Does NOT Meet Weekly.
- Attendance Credit
The Schedule also has an Attendance Credit. This is how often you expect the members to attend. If the org has only one Schedule, the Attendance Credit will be Every Meeting. However, if the org has multiple Schedules, one Schedule might have an Attendance Credit of Every Meeting, and the other one might be Once Per Week Group 1.
- Other Attends
This is an attendance type that is given to a member of one organization when he is marked present in another organization that meets at the same time. When he is marked present, whether during Check-In or via a roll sheet, a meeting is created for the other organization (if there is not already a meeting) in which that person is a member, so that he can be given an Other Attend attendance type in the class he is not attending that day. This is a great help to the leader, as it lets him know that the person was on campus, just not in his class.
Of course, you do not want Other Attends getting created for organizations that are not meeting. That is why, if you have chosen to keep a schedule (as a reference) and the org does not meet every week, be sure to check Does Not Meet Weekly.
The Other Attend feature works when both organizations each have a single Schedule, not multiple schedules.
Adding a Schedule¶
- Step 1
Go to the organization Settings > Attendance tab and click Edit.
Then click the green + Add Schedule button.
- Step 2
Select the day of the week using the drop down menu. Click the clock icon and select the time, including AM or PM.
Select the Attendance Credit from the drop down options.
- Step 3
- Click the blue Save button.
If you have only one Schedule for that organization, select Every Meeting as the Attendance Credit type. See below for instructions in adding other Schedules.
Adding Multiple Schedules¶
If an Organization meets more than one time each week, you can add multiple schedules. Use the same steps as above for each Schedule.
The Schedule that is created first will be the one that displays on the organization header and on the Organizations > Search / Manage page. It will be Schedule number 1.
Removing a Schedule¶
- Step 1
- Go to the organization Settings > Attendance tab and click Edit.
- Step 2
- Click the red Delete button under the schedule, and then click the blue Save button.
If you have more than one Schedule to remove, repeat the process.
Searching by Schedule¶
If an organization has multiple Schedules, you can still search for it by using any of its Schedules, regardless of the one that is displaying in the list.
Go to Organizations > Search / Manage, select the Schedule from the drop down menu and press Search.
The first Schedule on the organization will display in the list beside the name of the organization. So, if you have an organization with schedules of Sunday 8:00 AM and Sunday 6:00 PM, and you filter for Sunday 6:00 PM, the organization will display in the list. However, Sunday 8:00 AM will be the Schedule that is displayed, because it is the first Schedule on the organization.
Check-In & Schedules¶
When you start up Check-In, the system looks for several criteria in order to know which organizations to display for Check-In:
If Does NOT Meet Weekly is checked and there is not a meeting created for that day, that organization will not display for Check-In.
Recording Attendance for Orgs without Schedules¶
For organizations that do not meet every week, whether they have a Schedule and are flagged Does Not Meet Weekly, or they do not have a Schedule at all, you just need to create a meeting manually.
If you are using roll sheets to take attendance, you can create the meeting and record attendance after they meet. If you are using Check-In, you must create the meeting at some point before the start of the meeting.
You do not have to create meetings on each individual organization. You can create meetings for a group of organizations on the Organization > Search / Manage page.